Spotlight - March 2020

Fiscal Checklist & Deadlines

Human Resources E-Doc and Payroll Adjustment Voucher Deadlines

View the deadlines here for temporary and staff related eDocs and staff separation paper adjustment vouchers.

Send an email to hredocs@iu.edu if you have any questions.


back to top

Campus Holiday – Biweekly and Biweekly Professional Staff

The Campus Holiday is available to use on or after March 1st for staff employees. For 2020, March 1st is in the second week of the pay period and the holiday will be automatically accrued and loaded to the BW1/BWP payroll vouchers on Thursday, 3/12/2020.

Below is general information and instructions for BW1/BWP employees:

  • HAC (holiday accrued) code will be auto-loaded to the payroll voucher and adds hours to the holiday bank.
  • Campus Holiday is not a ‘premium’ holiday.
  • Campus Holiday is prorated by FTE. 
  • The maximum hours that can be accrued = 8.0. 
  • Partial hours may be used/accrued.

When employees use hours in their holiday bank at a later date, they should indicate HTK (holiday taken) on their timesheet. This code will reduce the holiday bank. Employees are permitted to use the Campus Holiday in the same pay period it is accrued.

There will be a WARNING on the timesheet during approval routing. This is only a warning and it will pay correctly.

→ Manual entry of the HAC code on the timesheet or directly on the payroll voucher is no longer necessary. When approving the BW1/BWP payroll vouchers on Thursday, 3/12/2020, please ensure the correct amount of HAC is populated for each eligible employee.

If you have questions, please contact your FMS Payroll Processor.


back to top

Office of Student Financial Assistance (OSFA) - Important Dates and Deadlines

Upcoming Training

New Departmental User TrainingTuesday, March 24, 20201:30 - 3:00 via Zoom – to register for Zoom: https://iu.zoom.us/meeting/register/tJIsd-qgqzMjjcvYP1pXpiiUIyJjfX1vbg
Refresher Scholarship TrainingThursday, March 12, 20209:30 - 11:00 IMU Persimmon Room
Thursday, March 26, 20201:30 - 3:00 via Zoom – to register for Zoom: https://iu.zoom.us/meeting/register/v5IvdysqTspRPUWPr8lXsDNE8ygd7dWXA
Personalized Training
OSFA is happy to offer personalized training based on your department’s needs. Please contact the office at deptsch@indiana.edu if you are interested or with any inquiry.

Spring IUIE Departmental Authorization Failure Report
Please be sure to run the IUIE Authorization Failure Report for the Fall 2019 semester if you are posting new awards or making changes to existing awards.

For instructions on running this report, please contact our office at deptsch@indiana.edu.

NOTE: For information on how to pay a student, please check out the Student Payment Guidelines Decision Tree.


back to top

Spring 2020 Rate Setting Deadline and Workshop Schedule

This is a reminder the submission deadline for FY21 Rate Setting Templates is April 15, 2020.

If your rate expires on June 30, 2020 or is changing for any reason (including, but not limited to annual salary increases), a resubmission including the template and supporting documentation is required.

For your convenience, the required rate template and instructions are posted at the following location: 
https://fms.iu.edu/cost/rate-template-instructions/

To better prepare for the upcoming submission deadline, Recharge Accounting has scheduled rate setting workshops for one-on-one help in completing the template or answering questions.

The current schedule is as follows:

IUB Campus

Tuesday, March 24th
Friday, April 10th

IUPUI Campus
           
Thursday, March 26th
Tuesday, April 7th

If you are attending a workshop, please have the rate template completed, all the required reports run and some supporting data for your rates before you arrive for your appointment.

Please contact us at AuxAcct@iu.edu if you have any questions regarding the rate submission process or would like to schedule to attend rate workshop.


back to top

IU Foundation Scholarship Reimbursements for the 2019-2020 AY

Announcements

The IU Foundation would like to encourage you to start submitting your Scholarship and Award Reimbursement edocs for 2019-2020 in order to prevent a massive influx in May and June.

To guarantee edoc approval by FYE, all Fall/Spring edocs must be submitted early enough to be routed through unit approvals and in IUF’s action list no later than April 15, 2020 with documentation to show donor intent compliance attached to the notes section.

To guarantee edoc approval by FYE, all Summer edocs and Fellowship Health Fee edocs must be submitted early enough to be routed through unit approvals and in IUF’s action list no later than June 15, 2020 with documentation to show donor intent compliance attached to the notes section. 

Training

IUF Compliance and Disbursement Services Edocs Training sessions (includes all IUF edocs) are available via Zoom on the following dates. Please email iufacct@indiana.edu with the date you would like to attend. You can also check ETA Web Notices periodically to see if additional dates are added.
 
  • Monday, April 6 10-11:30am
  • Monday, May 4 10-11:30am
  • Monday, June 1 10-11:30am

Tips

 
  • To make future edoc searches and research easier, please consider using the following format in your Scholarship and Award Reimbursement edoc description.
    • 03700012345_Jane Doe Scholarship_2019-2020 (or Spring 2020)
  • Both both Fall and Spring terms can be reimbursed on one edoc for the same item type being reimbursed from one IUF account.
  • Multiple students can be listed on one edoc for the same item type being reimbursed from one IUF account.

IMPORTANT DATES FOR SPRING 2020 (4202)

Spring 2020 financial aid disbursement1/3/2020
Spring 2020 classes begin1/13/2020
100% refund deadline1/19/2020
Begin submitting 2019-2020 scholarship reimbursement edocs no later than…2/3/2020
Fall/Spring 2019-2020 IUF Scholarship & Award Reimbursement edoc must be in IUF's action list to guarantee approval by FYE4/15/2020
Edoc approval cutoff for 2019-2020 (2pm)6/30/2020
IMPORTANT DATES FOR SUMMER 2020 (4205)
 
Summer 2020 financial aid disbursement 5/8/2020
Summer 2020 classes begin 5/18/2020
100% refund deadline 5/24/2020
Begin submitting Summer 2020 scholarship reimbursement edocs no later than…6/1/2020
Summer 2020 IUF Scholarship & Award Reimbursement edoc must be in IUF's action list to guarantee approval by FYE 6/15/2020
Edoc approval cutoff for 2019-2020 (2pm) 6/30/2020
Have questions? Please contact Wendy Dion at wdion@iu.edu.


back to top

Tax Tidbit

University Tax Services - US Taxes and Form 8843

University Tax Services suggests that you disseminate this information from the Office of Student Services to your units as a reminder:

US Taxes are due April 15

Many international scholars, workers, and students have to file a tax report (called a tax return) with the federal government each year. It is important to understand what you must do to protect your immigration status. Even if you didn't have any income most international students and scholars need to file Form 8843 to comply with immigration laws. 
These meetings can last from 15 minutes to one hour, depending on your request.


back to top

Training

CATS Sessions

CATS Sessions are intended to provide information to help, inform, and assist you as an important member of your respective unit’s fiscal and administrative team. 
Next CATS Session:

Tuesday, March 24 
Whittenberger, IMU
1:30 pm - 3:30 pm (time may vary)

Agenda to be announced by email.


back to top

Purchasing - Buy.IU

BUY.IU is IU’s procurement system. The following classes are available to IU faculty and staff. These trainings offer an opportunity to learn core skills related to using BUY.IU appropriately and effectively. We encourage you to attend as many as you like, as many times as you like.
No classes being offered currently.

Subscribe to the BUY.IU news list.

View current BUY.IU NEWSLETTER

Questions, please send an email to fmstrain@indiana.edu


back to top

KFS Financials

Attendees must have both IUIE and KFS and access to participate in this training. There may be pre-requisites. Questions? Contact FMS Training.
Classes being offered:



back to top

Payroll

FMS provides training related to payroll in HRMS, the Human Resource Management System. Training is required for NEW departmental payroll processors on the Bloomington and Indianapolis campuses.
Click here to begin tutorials and access training videos for NEW payroll processors:

Payroll Essentials
HRMS Data Use Tutorial
FERPA Tutorial
Training Videos
System Access


back to top

University Tax Services

University Tax Services offer ongoing training.
Please contact taxpayer@iu.edu to set-up a time for Tax to meet with your group. These meetings can last from 15 minutes to one hour; depending on your request.

For additional information on Tax Training, please contact taxpayer@indiana.edu.



back to top

University Finance Fundamentals (UFF)

University Finance Fundamentals (UFF) is a ten-month a la carte training series designed for all employees with accounting and finance responsibilities – including support staff.
Training being offered:


Register here.

 
back to top

Office of the Treasurer

All full time employees involved in revenue processing or with access to University banking/payment card systems must attend a Face to Face Revenue Training every two years.  See Treasury Operations Training page for other useful information.
Face to Face Revenue Processing Training

Full time staff that handle, process, reconcile revenue and/or have access to banking systems (or supervise those that do), as well as all fiscal officers that oversee the handling of money, are required to attend Face to Face Revenue Processing training every 2 years. Please refer to policy Processing Revenue, FIN-TRE-120 for details.

Any staff member can attend any training session listed on the training schedule, even if at another campus. For those at the new Fort Wayne campus, please sign up and attend a session at IU Kokomo, IU South Bend or any other campus that works for you.

Full-Time Employees:
Attendance at a face to face training session is mandatory every two years.

Part-Time and Student Hourly Employees:
They are encouraged to attend a Face to Face Revenue Processing training session, but may meet the training requirement by taking and passing the Revenue Processing Tutorial every two years.We hope to see you at the next training!

To see whether or not you need training, the Revenue Training Log can be accessed here

For questions and/or future training dates please contact Melissa Hartley or call 812-855-2930.


back to top

Travel - Chrome River Basics Webinar

This webinar recording provides an overview of Chrome River, IU's expense management system, Procurement Card, also known as P-Card, reconciliation, and reconciling travel expenses.
  • here - Available online 24/7


back to top

Fee Remission Third Party Contracts (TPC) in SIS

Third Party Contracts (TPC) allow organizations, agencies and internal IU departments to apply credits to student accounts to pay specific costs for students. TPC training is offered online. Contact SIS for questions.
On the here you will learn how to:
- locate the IU Department TPC Request page
- link a student to a Third Party Contract
- increase or decrease an award
- cancel a student from a Third Party Contract 


back to top

Family Educational Rights and Privacy Act (FERPA)

FERPA is a federal law designed to protect the privacy of education records.
Take the Staff and Faculty FERPA tutorial here.

Questions? Contact the Office of the Registrar at registrar@indiana.edu / 812-855-9349.


back to top

IU Foundation Compliance and Disbursement Services eDocs Training 

IUF Compliance and Disbursement Services Edocs Training sessions (includes all IUF edocs)
IUF Compliance and Disbursement Services Edocs Training sessions (includes all IUF edocs) are available via Zoom on the following dates:
  • Monday, April 6, 10 - 11:30am
  • Monday, May 4, 10 - 11:30am
  • Monday, June 1, 10 - 11:30am

Please email iufacct@indiana.edu with the date you would like to attend. You can also check ETA Web Notices periodically to see if additional dates are added.


back to top

Research Administrator Team (RAT)

The Research Administrator Team (RAT) holds quarterly gatherings of staff and departmental administrators and fiscal officers where topics of interest to the IU research administration community are discussed.
Here are the dates for RAT meetings:

April:
IUB
- Wednesday, April 15 from 1:30 - 3:00 pm, Indiana Memorial Union, Dogwood Room
IUPUI - Thursday, April 16 from 1:30 - 3:00 pm, Riley Outpatient Center, Ruth Lilly Auditorium

Contact Susan Whitt for questions at scwhitt@iu.edu


back to top

Bloomington Organizational Development Classes

Training and Organization Development provides consultation and professional coaching to IU campuses across the state. They also provide learning opportunities through seminars and workshops. Contact Wendy Cornwell or call 855-9674.
Current training programs:

HR Training Portal
 (view, register, or cancel classes)
Legal Compliance Series for Supervisors

And much more.


back to top

Upcoming Spotlight Issue

Our next Spotlight issue is coming next month and will include current sections and much more. 

Would you like to receive this publication?
Please Join our Listserve and spread the word.
Spotlight Contributors

Rayna Amerine
Wendy Dion
Melissa Hartley
Emily Imhausen
Amy Pfaff
Jennifer Reeves
Cassandra Rosenburgh

Editor:
Nancy Y. Vázquez-Soto

Contact Information:
Aimee Heeter
Patti Quimby

back to top
Disclaimer: Please note that any information and commensurate dates that appear in this publication are only current as of the date of publication and may change over time. Hence, please contact the responsible unit or contact person to be informed of the current status for a specific item.